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approved by the Council of the European Physical Society on 28 March 1992

Preamble

Having regard to the European Convention No. 138 of the Council of Europe on the General Equivalence of Periods of University Study of June 21st 1990, particularly its article 2,

Having regard to the UNESCO Convention on the Recognition of Studies, Diplomas and Degrees concerning Higher Education in the States belonging to the Europe Region of December 21st 1979,

Having regard to the European Community Action Scheme for the Mobility of University Students (ERASMUS) programme of June 15th 1987, particularly its action I and its pilot project ECTS (European Community Course Credit Transfer System),

Having regard to the Agreements between the European Economic Community and the countries of the European Free Trade Association (EFTA) establishing cooperation in the field of education and training within the framework of the ERASMUS programme of October 9th 1991,

Having regard to the European Communities' TEMPUS (Trans-European Mobility Scheme for University Studies) programme of May 7th 1990,

Having regard to the aims of the European Physical Society,

Whereas the Parties to the present convention (hereinafter the Parties) declare themselves convinced of the importance of student mobility in Europe,

Whereas the Parties wish to promote closer cooperation between European Universities in the area of physics,

The Parties agree to the following:

Art. 1 - Aims

1) The Parties commit themselves to offer any student pursuing physics studies with a view to obtaining an academic degree registered at one institution (the home institution) the possibility of effecting a period of study (the mobility period) in another institution (the host institution).

2) The mobility period shall allow the students to acquire abroad an equivalent education in a different lingual or cultural environment or, for more advanced studies, to profit from special courses not available at their home institution.

3) The Parties commit themselves to recognise the studies undertaken and successfully completed in the host institution upon return of the student to the home institution.

Art. 2 - Qualification of Parties

Any institution as defined in article 1 of the Council of European Communities' decision of June 15th 1987 (87-327-CEE) as well as in article 1 of the European Convention No. 138 of the Council of Europe of June 21st 1990, as well as the European Physical Society, can be Party to the present Convention.

Art. 3 - Role of the home institution

1) Full academic responsibility for the student remains with the home institution. It confers the final qualification.

2) The home institution agrees to the mobility period, and approves the student's choice of host institution and study programme. It determines the conditions of recognition of the studies undertaken during the mobility period. It ensures that:

- the student has sufficient command of the working language of the proposed host institution,

- the student has the necessary preliminary knowledge to follow the intended study programme,

- the study programme will allow the student a smooth reintegration upon return and recognition of the courses completed at the host institution, subject to the student's satisfactory performance.

3) Within its financial means, the home institution takes measures to facilitate the mobility programme by preparing the student, particularly with respect to the working language of the host institution.

4) Within its financial means and if it so chooses the home institution may make a mobility grant available to the student. The right of the student to benefit from national or local grants shall not be interrupted or reduced during the mobility period.

5) During the mobility period, the student remains registered at the home institution where the student continues to pay fees and to be covered by the insurances in effect at the home institution.

Art. 4 - Role of the host institution

1) The host institution accepts the student for the mobility period if the student's complete file is received within the agreed deadline and subject to the limits of article 9. It gives the student access to all courses offered to its own students and required in the student's study programme. It carries out the evaluations specified in the study programme.

2) Within its financial means, the host institution takes measures to facilitate the student's stay, sees to his/her integration, helps solve problems on the academic and practical levels, in particular accommodation, and helps the student to improve his/her knowledge of the host institution's working language.

3) To the extent that the home institution has not been able to offer a mobility grant, or if the grant proves to be insufficient, the host institution may offer its host students mobility grants within its own financial means.

4) The student is registered at the host institution as a mobility student. As such, the student is exempt from fees within the host institution. The host institution provides him/her with an attestation granting the same rights it offers its own students, such as use of the libraries, restaurants, etc.

Art. 5 - Conditions for the mobility period

1) To benefit from a mobility period in the present scheme, the student must have successfully completed at least the first year and normally also the second year of studies at the home institution.

2) Normally the student must also have successfully completed any prerequisite studies to the proposed course of studies prior to the mobility period.

3) The student cannot normally spend more than one year in the same host institution.

Art. 6 - Study programme

1) The student who wishes to benefit from a mobility period establishes the study programme in agreement with the coordinator from the home institution, nominated following article 10.

2) To assist the student in the choice of host institution and courses, each Party provides the other Parties with all the academic information necessary to put into practice the present convention.

3) This information, normally in English, includes a short general description of the institution, and its teaching and research activities. It shall contain in particular the curricula of the institution, the list of courses, a short summary of the contents of each course as well as indication of its academic level and the necessary prerequisite knowledge. It also includes details as to the examination procedure and grading scale used.

4) In order to help establish the study programme and the recognition of studies, it is recommended to follow the procedure of the ECTS programme of the European Communities and to split the syllabuses into 60 (sixty) credits per year, or equivalent. Thus the study programme established by the student and the home institution covers normally sixty credits per year.

Art. 7 - Recognition of studies

1) The home institution determines the requirements and the procedure for the recognition of studies. This can be done according to the course credit transfer system of the ECTS programme or by specifying which courses are to be assessed by the host institution. If the regulations of the institution do not permit to do otherwise, the assessment may be made entirely by the home institution.

2) The host institution assesses the student's knowledge as specified by the home institution using its own examination procedure and grading scale.

Art. 8 - Student's file

1) According to the obligations specified in article 3 of the present convention, the home institution establishes the mobility student's file which it transfers to the host institution at least four months before the beginning of the student's studies.

2) This file, normally established in English, includes:

a) personal data concerning the student;
b) the academic certificate in view;
c) information on previously completed studies and grades achieved;
d) the intended study programme;
e) the recognition requirements for the studies.

3) The file is signed by the student and by the coordinator within the home institution.

4) If the intended study programme cannot be followed or if a more suitable programme can be established, the coordinator within the host institution proposes to his/her counterpart within the home institution the appropriate amendment.

5) At the end of the student's mobility period, the host institution completes the file by indicating:

a) which courses were followed;
b) the results of the assessed courses;
c) the examination procedure and grading scale used for the assessment.

6) Thus completed, the coordinator within the host institution promptly returns the file to the home institution, signed by the coordinator.

Art. 9 - Student number limitation and particular conditions

1) A Party may set a limit to the number of mobility students it wants to accept. This limit should be determined at least six months before the beginning of each academic year. In such a case, the institution should not send out more students than it is prepared to accept.

2) In addition, each host institution may impose particular requirements for acceptance of mobility students, particularly of those wishing to effect a diploma or any equivalent research work. The host institution may reject an application if according to the student's file the student obviously does not have the necessary knowledge or language preparation to follow the intended study programme.

3) If the host institution does not accept a student for reasons alluded to the present article, it must upon receipt of the student's file immediately inform the home institution.

4) The Mobility Committee may set an upper limit to the number of students that any one institution may send out.

Art. 10 - Organization

1) Each institution appoints a coordinator, who is a member of the teaching staff of the concerned physics department.

2) The coordinator is responsible for the running of the present convention in his/her own institution.

3) A committee is formed which is responsible for the coherent administration and general financial management of the mobility scheme as outlined in the present convention. This committee, the Mobility Committee, comprises seven to fifteen members, in first instance appointed by the European Physical Society among the coordinators. The European Physical Society also nominates an additional member, and chooses a committee chairperson among all members.

4) The Mobility Committee decides on the practical organization of the mobility scheme according to this convention. In particular, it establishes the specifications regarding flow of information between the participating institutions and between institutions and the Mobility Committee. It sets relevant deadlines. It makes recommendations regarding the languages to be used for the student's file and for the information exchanged between institutions.

5) The Mobility Committee meets at least once per year. It decides on a plenary meeting of all coordinators when deemed necessary. It reports yearly to the Parties on all its activities.

Art. 11 - Finances

1) The European Physical Society and the Mobility Committee endeavour to obtain the necessary funds for the operation of the scheme from third parties, notably appropriate supranational organizations, in particular in the framework of programmes of the European Community.

2) In the event that the European Physical Society or the Mobility Committee are not qualified to represent the Parties, the European Physical Society and the Mobility Committee will sollicit help from other Parties, named "coordinating institutions".

3) By adhering to the present Convention, each Party authorizes the European Physical Society or the coordinating institutions to seek funds in its name from the appropriate authorities. Normally the European Physical Society manages these funds on behalf of the coordinating institution, according to the guidelines set by the Mobility Committee, and in strict application of the regulations set by the funding agencies.

4) Additionally, the Parties endeavour to obtain from third parties, particularly from their appropriate national bodies, complementary means for the financing of the scheme. They then manage these funds.

Art. 12 - Information between the Parties

1) Upon adherence to the present convention, each institution provides the other Parties with the following information, normally in English:

a) the curricula to which the present convention applies;
b) the limitations as to the number of host students as mentioned in article 9;
c) all practical information necessary to the student;
d) the academic information as defined in article 6, paragraphs 2 to 4;
e) name and address of its coordinator.

2) Each Party commits itself to updating this information and to notifying the other Parties of any related amendment.

Art. 13 - Participation in the scheme

1) Any Party wishing to participate in the scheme by adhering to the present convention makes a written request to the European Physical Society, which will pronounce judgment on the request upon advice from the Mobility Committee.

2) Any such request is supported by a complete file including particularly all the information mentioned in article 12.

3) In cases where the qualification of an institution for participation in the scheme is in doubt, the European Physical Society will seek advice, via the national physical society, from the competent authority in the country.

4) Participation becomes effective at the beginning of the first academic year following the acceptance of the request, on the condition that acceptance takes place at least twelve months beforehand.

Art. 14 - Entry, withdrawal

1) The present convention enters into force as soon as at least twenty-five (25) institutions have adhered to it. After three years of participation, any Party may withdraw from the present convention with twelve months' advance notice for the beginning of an academic year.

2) The present convention remains in force as long as at least twenty-five (25) institutions adhere to it.

Art. 15 - Arbitration

1) Any litigation arising from the present convention is submitted to arbitration, of which the decision is conclusive. The arbitrator or arbitrators are appointed by the European Physical Society upon advice from the Mobility Committee. In case of litigation between an institution and the European Physical Society or the Mobility Committee, each Party appoints an arbitrator. The two arbitrators will agree to a third arbitrator.

2) The legal jurisdiction for the arbitration is Mulhouse, France.